Terms & Conditions

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Terms and Conditions – ORTUS Booking

The ORTUS is owned by Maudsley Charity and operated by its subsidiary Maudsley Charity Trading CIC by our agent Vacherin Limited. These Terms and Conditions apply to this booking between Maudsley Charity Trading CIC and the Organisation the booker represents. By making this booking, the booker acknowledges they have authority to commit the Organisation to payment for the event if held.

We have set our T&C below following the flow for each event, from booking to payment.

1) Booking and amendment process

a) A booking request, whether made online, by phone or email, must be include a valid budget code or purchase order number in line with the Organisation’s internal policies.

b) We request bookers add as much information about their event, especially catering and audio-visual needs, so that we can plan the necessary resources to deliver your event. An email acknowledging your request will be sent if booking is placed online.

c) All initial enquiries will have a status of ‘Booking Request’. If approval from another person is required, the booking will have the status ‘Awaiting Approval’.

d) Once approval is granted and/or space is available, the booking will be moved provisionally into a room selected for the event based on the information provided by the booker, with the status being ‘Provisional’.

e) Once all details of the event have been agreed, a Booking Detail Summary showing the calculated cost of the event based on the information provided by the booker will be emailed.

f) The booker must accept, or seek amendment to, the Booking Detail Summary by return email.

g) Any requests for amendment should be made in writing and are dependent on availability.

h) All special requests (e.g. dietary requirements) must be advised to ORTUS at least 7 days before the event date.

i) The booking will be in ‘Provisional’ status.

2) Release, Confirmation and Cancellation

a) In the event that the deposit invoice (if charged) is not paid 30 days prior to the event date or 30 days from the date of the invoice (whichever is earlier) the booking will be released and the booker notified by email.

b) A booking can be confirmed at any time and will be updated to ‘Confirmed’ status.

c) Should a booking request be received by ORTUS for a space allocated to a booking with Provisional status, the booker will be asked whether they wish to confirm or release the booking.

d) If the booker confirms the booking, the status is updated to ‘Confirmed’.

e) Confirmed status bookings which are subsequently cancelled will incur a Cancellation Fee equal to the value of the Room Hire on the agreed Booking Detail Summary.

f) If a Confirmed status booking which includes catering is cancelled less than 3 days before the event date, ORTUS reserves the right to invoice up to 50% of the catering value on the agreed Booking Detail Summary as a Cancellation Fee.

g) All events with a ‘Provisional’ status booking can be cancelled by the booker at any time without charge no later than 7 days prior to the event date.

h) In the unlikely event that ORTUS is obliged to cancel the Event, all deposits paid will be refunded or an alternative date will be offered without any further liability to ORTUS.

i) A booking will only be “confirmed” if ORTUS has received the instruction in writing.

3) Event day

a) Any presentations should be provided to ORTUS not less than 1 day before the event.

b) The event name, location and start time will be on the notice board at the building entrance.

c) A logo can be placed on the digital screen just outside the room. All logos must be 710 x 710 in jpg or png format and should be added to the online booking form for ORTUS to upload.

d) Signage can only be displayed in the room as of right. Signage within the public areas requires the prior approval of ORTUS. All signage within ORTUS must be displayed without causing any damage and must be removed by The Organisation after the event.

e) Only ORTUS staff are permitted to move the room partitions to prevent damage.

f) Literature explaining the fire evacuation procedure is available in each room. The Organisation is responsible for informing their guests of this procedure.

g) Only food and drink detailed on the agreed Booking Detail Summary or purchased from the ORTUS café are to be consumed on the premises by booking attendees. This includes all of the meeting rooms, café and public spaces.

h) ORTUS strongly advises that all guests with known allergies carry their appropriate, preventative medication at all times.

i) ORTUS reserves the right to charge separately for any room set up changes requested on the day at a fixed fee of £50.00.

4) Invoice & payment

a) ORTUS reserves the right to issue a deposit invoice to the Organisation for the Room Hire and up to 50% of value of the catering as shown on the Booking Detail Summary.

b) ORTUS will submit the final invoice for the amounts detailed in the Booking Detail Summary, plus any additional charges agreed or payable under these Terms and Conditions, on the Monday following the event date by email.

c) Payment is due within 30 days of the invoice date into the bank account nominated on the invoice.

d) All payments to be made by the Organisation under these Terms and Conditions shall be made without withholding or set-off on account of disputes, counterclaims or for any other reason whatsoever unless otherwise stated in this agreement.

e) If the Organisation fails to make payment under the Terms and Conditions, ORTUS reserves the right to charge interest at the at the rate of eight per cent (8%) per annum above the base rate from time to time of the Bank of England.

5) General Terms

a) The Organisation will indemnify ORTUS against all liabilities, claims, demands, actions, costs, damages or loss arising out of any breach its obligations under this agreement.

b) The Organisation shall further indemnify and keep indemnified ORTUS from and against all claims, damages (including damage to ORTUS Fixtures and Fittings), losses, costs (including all reasonable legal costs), expenses, demands or liabilities resulting from any claim by any third party (including, without limitation, any governmental authority), resulting from or arising out of the use of ORTUS. The provisions of this clause shall survive the termination or expiry of this agreement. The Organisation attests it is appropriately insured.

c) ORTUS will indemnify the Organisation against all liabilities, claims, demands, actions, costs, damages or loss arising out of any breach its obligations under this agreement.

d)  The Organisation shall ensure that its activities for children, young people and vulnerable adults comply with current child protection and vulnerable adult safeguarding requirements and legislation. It will provide a copy of its safeguarding policy on request and takes full responsibility for safeguarding for all their activities on ORTUS premises. Should an incident arises on ORTUS premises, the Organisation should advise ORTUS Safeguarding coordinator and confirm action is being taken in line with their safeguarding policy.

By marking the tick box on our online booking system, the booker acknowledges and accepts these Terms and Conditions.

Maudsley Charity Trading CIC | Company Number 08122704| VAT Number 291 3133 20

Registered Office: ORTUS Centre, 82-96 Grove Lane, London, SE5 8SN, United Kingdom

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